How to Bates Number Documents — Free, Without Acrobat

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How to Bates number documents for a production

Fix the order first Bates numbers are permanent references, so settle the production order before stamping. Add the files and arrange them with the arrows; the count follows the list.

Set the prefix, first number and digits Use the prefix your protocol or the other side expects, start at 1 — or at the next unused number if this continues an earlier production — and pick enough digits for the whole set.

Stamp, then keep the index Save the numbered files, one by one or as a ZIP. The index CSV lists each file’s first and last number; keep it with the production.

What is a Bates number, and why not page numbers?

A Bates number is a unique label on every page of a set of documents — SMITH000001, SMITH000002 and on through the last page of the last file. Anyone can cite “SMITH000217” and everyone lands on the same page.

Page numbers restart in every file and repeat across a production. Bates numbers never repeat, which is the whole point: they identify the page, not its place in one document.

How should the prefix and digits look?

The prefix usually names the producing party or the matter, so pages from each side can’t be confused: SMITH, ABC-, or a client code. Keep it short and without spaces.

Zero-padding keeps every label the same width, so they sort correctly as text and line up on the page. Pick enough digits for the whole set with room to grow: six digits covers 999,999 pages. If a court order or an ESI protocol sets the format, follow that — this page is general information, not legal advice.

Where does the Bates stamp go?

Bottom right is the most common spot, clear of body text and of the page numbers a document already has. If a page is dark or busy there, a white box behind the number keeps it legible.

Confidentiality designations — CONFIDENTIAL, ATTORNEYS’ EYES ONLY — are separate from the number. Put them on with Headers & Footers, typically bottom left or top center, so the two never overlap.

How do you continue from an earlier production?

Start at the next unused number with the same prefix and digits. If the first production ended at ABC001250, the second begins at ABC001251. Never reuse a number, even for a replacement page.

That is what the index is for: it records every range already used, so the next production starts in the right place.

Questions

Can I Bates number PDFs without Adobe Acrobat?

Yes. Bates Numbering stamps the numbers as real text in your browser, free, with no account and no watermark, and continues the count across every file you add.

How many digits should a Bates number have?

Enough for the whole production with room to spare. Six digits covers 999,999 pages; a court order or ESI protocol may set it for you.

Should every page get a number, including blank ones?

Normally yes — a gap in the sequence invites the question of what is missing. If your protocol treats slip sheets differently, remove them before numbering.

Is it safe to Bates number privileged documents online?

Here the files are numbered inside your browser tab and never uploaded, so no third party handles the production at all.